Issue Date: 2024
Version: 1.0
Scope
This notice applies to all prospective employees of Motorsave Limited., hereinafter referred to as ‘The Company’.
Purpose of this Notice
The Company is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information in accordance with the General Data Protection Regulation (“GDPR”) and the UK Data Protection Act (2018).
As a prospective employee, The Company is the “data controller” of any personal information you provide as part of your recruitment process. This means that we are responsible for deciding how we hold and use personal information about you and for ensuring that it is handled in accordance with the law. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice does not form part of any contract of employment or other contract to provide services.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
We reserve the right to update this privacy notice from time to time and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
What kind of personal data do we collect from you?
We collect, store and use the following personal information about you:
- Full name, home address, contact details, including email address and telephone number.
- Details of your employment history, qualifications, skills, and work experience.
- Information relating to your current role including salary and notice period.
How is your personal information collected?
We typically collect personal information about prospective employees through the application and recruitment process. Prospective employees can submit their CV’s and applications in response to a specific job advertised via our website or alternatively, email jobs@mslg.co.uk with your CV to submit a speculative application. We also receive applications from external agencies.
How we will use the personal information we hold about you
We will process your personal information only in the way and for the purposes that the law permits us to. Most commonly, we will use your personal information:
- To enter into an employment contract with you.
- To comply with a legal obligation.
- Where necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- To respond to and defend against any legal claims.
We need all the categories of information described above primarily to complete the recruitment process with you and to enable us to comply with legal obligations. We have identified the purposes that we use your personal information as follows:
- Making a decision about your recruitment or appointment.
- Assessing qualifications for a particular job or task.
Some of the above purposes of processing will overlap and there may be several grounds which justify our use of your personal information for these purposes.
What if you fail to provide information?
If you fail to provide certain information when requested, we may not be able to complete the recruitment process with you, or we may be prevented from complying with our legal obligations.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that where required or permitted by law we may process your personal information without your knowledge.
How we use particularly sensitive personal information
The GDPR singles out some types of personal data known as Special Category Data as likely to be more sensitive, and therefore requiring a higher level of protection.
Special category data includes personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health data, data relating to an individual’s sex life or sexual orientation.
Given the sensitive nature of special category information, we are required to have further justification for collecting, storing, and using this type of personal information. We may process special categories of personal information in the following circumstances:
- In limited circumstances with your explicit consent.
- Where we need to carry out our legal obligations and in line with our data protection policy.
- Where it is needed in the public interest.
- Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
We will use your special category information in the following ways:
- To comply with employment and other laws.
Who do we share your data with?
Your personal information may be shared internally for the purposes of the recruitment exercise.
Where your application for employment is successful, we may then proceed to share your personal information with third parties including third-party service providers and other entities.
All our third-party service providers and other entities are required to take appropriate security measures to protect your personal information. We only permit them to process your personal information for specified purposes and in accordance with our instructions. More information can be found in our Employee Processing Policy, accessible to all employees.
We may also disclose the information we hold about you to third parties where required by law, or where we have another legitimate reason to do so.
Where we need to transfer your personal data outside the European Economic Area (EEA), these transfers will only be carried out where appropriate safeguards are in place to ensure the confidentiality and security of your personal information.
Data retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements.
If your application is unsuccessful, we will retain your data on our system for a period of 12 months as part of our talent pool. All personal information will be deleted after this point.
If your application is successful, we will retain your personal information on our system for the duration of employment. This information will be transferred to your HR personnel file and onto payroll systems and retained for the duration of your employment. More information can be found in our Employee Processing Policy and which can be accessed by all employees at anytime.
Your Data Rights
- By law you have a right to require access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
- Ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to a third party.
If you want to access, review, verify or request erasure of your personal information, object to the processing of your personal data or request that we transfer a copy of your personal information to another party, please forward your request to the following email sam.s@mslg.co.uk.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, you can do this by emailing sam.s@mslg.co.uk. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes originally agreed to, unless we have another legitimate basis for doing so.
For more information, queries or complaints
If you have any questions about this privacy notice or how we handle your personal information, please forward your query to sam.s@mslg.co.uk. Complaints regarding your employment, including the handling or processing of their personal data, should be dealt with under the grievance procedure. Complaints not relating to your personal employment, or data handling/processing, should be referred to the Whistleblowing procedure. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO). You can do this via the ICO website at www.ico.org.uk.
